Batch-editing document profiles

Every profiled document has a viewable profile. Depending on your rights, you may be able to edit those profiles.

While there are two ways to edit single document profiles, there is only one way to edit several document profiles at once. That is accomplished in the Edit Profile ... dialog, accessed via toolbar, right-click or pull-down menu from Worldox worklists.

Note: With more than one profile being edited at once, you can only make changes to numbered profile fields, and to the Add'l Comments field. You will not be able to edit document Description, Doc ID, security settings or certain other profile items. To change those items, edit individual profiles, file-by-file.

Use the left-side navigation panel, search or other tools to find the worklist you need.
Highlight document listings in the right-side worklist, then select Profile from the Edit pull-down list. You could also click Profile in the toolbar, or right-click with the document highlighted and select Edit, then Profile from the cascading right-click menus.
Worldox asks you to confirm your selection, in the Clarify Selection dialog. Choose the appropriate option and click Continue. As this dialog closes, you see the Edit Profile ... dialog.

In the Edit Profile ... dialog:

Add or change information in the profile fields.

As this dialog opens, all numbered profile fields are filled with an asterisk (*), with a Copy field from source file. prompt to the right of each field.

In effect, this means that each field already has different codes or values assigned, based on existing profiles for the selected files. Whatever changes you make in these fields will apply to all selected files. Any fields you leave unchanged retain whatever codes/values used in the original document profiles. To make changes:

To:	Do this:
Enter a code or value.	Type the code in the open profile field.
Select a code you have used previously.	Click drop down to the right of the input field to open the list of recent choices for that field.
Select from the list of all valid entries for the field.	Click the named profile field button; that opens the field table dialog, where you can double-click an item to select it.

See Working with field tables for details on selecting and searching within field table dialogs.

Note: As you change profile field settings, linked fields may change. An example would be the Client field choice. Matter fields are typically linked to the Client choice, so If you change the Client, the linked Matter field setting changes too.

Colored prompts appear to the right of profile fields. Worldox points out required fields, and checks each entry. Valid choices appear in another color, and invalid or unknown entries are flagged. Here valid choices display in green, while unknown entries and prompts display in red.

Tip: Field prompt colors, as with so many other display options in Worldox, can be customized to your taste.

Add/edit comments (optional).

Add or change comments as needed in the Add'l Comments field. As soon as you start typing in the Comments field, it expands:

Type in your comment, or Insert Keyword click to add a pre-defined keyword, in the Comment Keywords dialog.

TIP: To add a short, pre-defined comment, place your cursor in the Add'l Comments field, then press F2. That opens the Comment Keywords dialog.

Click Apply Comments to add this comment to the profile. Or, click Undo Changes to close this expanded field and leave the Add'l Comments field unchanged.

Spell-check (optional).

To spell-check Description or Add'l Comments field entries, click the spell check icon. That opens the Check Spelling dialog.

Click OK to save the changed profile for all selected documents.

The Worldox Check Spelling dialog may appear at this point if Add'l Comments field entries are incorrectly spelled or use words not in the current spelling dictionary.